Clinical_Assessment_Services_RFP_-_Pre-Proposal_Meeting.pptx
PPTX presentation 7 MB Posted
- Attached to
- Clinical Assessment Services for DUI/Drug Court
- Solicitation number
- FY26-RFP-040
- Issued by
- Santa Fe County, New Mexico
About this file
This is a pre-proposal meeting presentation for a Request for Proposal issued by the City of Santa Fe, New Mexico for Clinical Assessment Services for the DUI/Drug Court Program (RFP#FY26-RFP-040). The City seeks qualified vendors to provide comprehensive clinical assessments for participants in the DUI/Drug Court program, a minimum six-month treatment program designed for individuals with substance abuse or addiction issues. The assessment services will determine appropriate levels of care and treatment for court-referred individuals, with the goal of reducing recidivism and promoting long-term recovery. The RFP was released on January 15, 2026, with a pre-proposal meeting held on January 26, 2026. Written questions must be submitted by January 28, 2026, with responses provided by January 30, 2026. Proposals are due on February 16, 2026, at 3:00 PM MST, with interviews scheduled for February 18, 2026, and notification of the selected best value supplier on February 23, 2026. The contract award and signing is anticipated for April 9, 2026. The procurement uses a Best Value Approach methodology for evaluation and selection.
Evaluation of proposals will be weighted as follows: Scope/Level of Expertise (35%), Value Added Plan (10%), Cost (30%), Interview (25%), and Local Preference (3-6%). Offerors must demonstrate verifiable performance metrics across five client requirements including years of court-related experience, average turnaround time of seven business days from referral to completed assessment, past performance metrics for clients served and completion rates, and client satisfaction ratings. Cost proposals should include detailed breakouts for intake assessments, individual therapy, family therapy, group therapy, case management, clinical assessments, and administrative services. Local preference points (3-6%) are available for businesses certified as Resident Businesses within Santa Fe municipal limits by the New Mexico Taxation and Revenue Department. The presentation emphasizes the importance of identifying experts who can mitigate risk, understand best practice standards, and articulate differences between their approach and competitors. The selected vendor will enter a clarification phase beginning February 25, 2026, where the evaluation committee will conduct full technical and contract review, with best and final offers due March 11, 2026. No specific contract term length, renewal options, or total award value are specified in the pre-proposal meeting materials.
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Clinical Assessment Services for DUI/Drug Court
RFP#FY26-RFP-040
Pre-Proposal Meeting January 26, 2026
Denise Gabaldon Contracts Supervisor City of Santa Fe 1/26/2026
City of Santa Fe | Purchasing & Contracts www.ksm-inc.com
KASHIWAGI SOLUTION MODEL INC
CPD: Introductions & request sign in of attendees in chat.
Attendees must add their name, position, company, phone number, and email address SME/PM: introduces the RFP and their reason for processing it, what the City thinks we need, etc.
CPD/KSM: Presentation Potential offerors: Questions Closing statement and remind potential offerors to log in and access the RFP in Munis
Best Value Approach (BVA) Identifies Experts and utilizes their expertise to deliver high performing projects and services.
What is an Expert?
“Seeing into the future” [preplans and mitigates risk] Tell the difference between conditions Simplify the plan for stakeholders [communicate through metrics]
KASHIWAGI SOLUTION MODEL INC
City Background The DUI/Drug Court program is the Santa Fe Municipal Court’s treatment court. The goal of the program is to promote community safety, reduce recidivism and substance abuse amongst offenders.
It is a minimum six-month program designed for individuals who suffer from substance abuse or addiction. The DUI/Drug Court is a comprehensive supervised treatment program for alcohol and drug-dependent individuals. The program is divided into three active phases.
It is designed in such a way that as progress is made regarding substance abuse issues, the participant can move from a highly supervised treatment program in Phase One, to a less intensive treatment program in Phase Three. The progress and participation are evaluated weekly and the participant will either advance or be retained by one week. This progress is also reviewed at each court hearing, first with members of the DUI/Drug Court team, then in the courtroom with the participant.
KASHIWAGI SOLUTION MODEL INC
City Request for Proposal The City of Santa Fe, NM is seeking qualified vendors to provide comprehensive clinical assessment services for participants in the DUI/Drug Court program. The selected vendor will be responsible for conducting thorough assessments to determine the appropriate level of care and treatment for individuals referred by the DUI/Drug Court. The goal is to ensure that participants receive the necessary support and interventions to address substance use disorders and related issues, thereby reducing recidivism and promoting long-term recovery.
See RFP for detailed specifications:
Assessment Standards Service Requirements Vendor Responsibilities
KASHIWAGI SOLUTION MODEL INC
Client Requirement
| # | Requirement | City of Santa Fe | |||
| (Sample) | Offeror’s Project Performance | Ref # | |||
| 1 | Years of experience assisting courts related to the scope of this procurement | 4 | [Enter value] | [#] | |
| 2 | Provide average turnaround time from referral to completed assessment (in days) | 7 business days | [Enter value] | [#] | |
| 3 | Provide past performance metrics for number of clients served for previous year | 50 | [Enter value] | [#] | |
| 4 | Provide past performance metrics for completion rates for previous year | 80% | [Enter value] | [#] | |
| 5 | Provide past client satisfaction for previous year | 10/10 | [Enter value] | [#] |
| # | Requirement | Offeror’s Written Explanation | Ref # |
| 1 | Describe your familiarity with best practice standards | [#] | |
| 2 | Identify tools used to complete assessments | [#] | |
| 3 | Describe any experience working with clients who may be court ordered to attend a clinical Assessment | [#] |
KASHIWAGI SOLUTION MODEL INC
Project Schedule: Selection Phase
| Selection Phase | Days from RFP Release | Due Date |
| RFP Release | 0 days | January 15, 2026 |
| Pre-Proposal Meeting | 11 days | January 26, 2026 |
| Deadline for Written Questions | 13 days | January 28, 2026 |
| Response to Written Questions | 15 days | January 30, 2026 |
| RFP Response Due Date | 32 days | February 16, 2026 3PM MST |
| Interviews (If Necessary) | 34 days | February 18, 2026 |
| Notification of Prioritized Best Value Supplier | 39 days | February 23, 2026 |
KASHIWAGI SOLUTION MODEL INC
Project Schedule: Clarification Phase (Set by the Selected Offeror)
| Clarification Phase | Days from RFP Release | Due Date |
| BVA assistance to Prioritized Offeror | 41 days | February 25, 2026 |
| First Clarification Meeting | 46 days | March 2, 2026 |
| Evaluation Committee finishes full technical and contract review | 53 days | March 9, 2026 |
| Final clarification meeting | 53 days | March 9, 2026 |
| Best and Final Offers | 55 days | March 11, 2026 |
| Governing Board Approval | 82 days | April 7, 2026 |
| Awarding and signing of contract | 84 days | April 9, 2026 |
KASHIWAGI SOLUTION MODEL INC
Procurement Participants Purchasing Officer - Sees all information, including cost information, but does not participate in the ratings of Offerors’ submittals or interview Stakeholder Selection Board - Comprised of key operational and technical City resources who will evaluate the two (2) written documents (Scope/Level of Expertise, Value Added) and interview for each Offeror. This group will not see cost information and references until the dominance check Best Value Experts - Will be available to assist the Offerors to understand the BVA process and to meet the clarification requirements
KASHIWAGI SOLUTION MODEL INC
The Best Value Approach [BVA]
Selection Clarification Execution
Contract Award
All Offerors Offeror(s) Selection Based on Expertise Offeror(s) mitigates risk using the WRR
Selection Criteria
Scope/Level of Expertise Value Added Interview Cost Local Preference*
BVA Offeror(s) Clarification of their Proposal:
Detailed Schedule/ Non-Technical Milestone Schedule Creation of the WRR to mitigate risk
Full technical review by client stakeholders and SMEs.
Preparation
RFP development
Procurement WRR
Pre-Proposal Meeting with stakeholders and offerors
Open Gov - Register
Open Gov - Search
Open Gov - Project
Open Gov – Submitting a Response
KASHIWAGI SOLUTION MODEL INC
Selection Phase
Scope/Level of expertise Value added
Individual interviews
30 minute duration Cost
Prioritization
Verification & Selection Check
Project Capability Submittals Interview Key Personnel Prioritization, Verification & Dominance Check
All Offerors
Offeror(s)
KASHIWAGI SOLUTION MODEL INC
Selection Phase Purpose is to identify Expertise Performance metrics.
Project/person specific.
Simple, non-technical.
| # | Selection Criteria | % Weight |
| 1 | Scope/Level of Expertise (SC/LE) | 35 |
| 2 | Value Added (VA) | 10 |
| 3 | Cost | 30 |
| 4 | Interview (If Necessary) | 25 |
| 5 | Local Preference | 3 or 6 |
Written documents
KASHIWAGI SOLUTION MODEL INC
Offeror Cost Proposal Total cost proposal should be submitted by offeror Total cost to provide scope Does not include contingencies to cover risk Does not include value added items
KASHIWAGI SOLUTION MODEL INC
Cost Breakout
| # | Deliverables | Cost |
| 1 | Intake Assessments | |
| 2 | Individual Therapy | $ |
| 3 | Family Therapy | $ |
| 4 | Group Therapy | $ |
| 5 | Case Management | $ |
| 6 | Assessments not otherwise listed | $ |
| 7 | Clinical Assessments | $ |
| 8 | Administrative Services | $ / hr |
| Total Cost | $ |
KASHIWAGI SOLUTION MODEL INC
Project/Offeror Capability Submittals
2 Submitted Documents:
Scope/Level of Expertise (SC/LE) Value Added (VA) No names, or other information that can identify Offeror, should be included in these two documents Blindly Rated Instructions are on each sheet
KASHIWAGI SOLUTION MODEL INC
Example Scope/Level of Expertise:
| Project Criteria | Sample | Offeror | Ref # |
| Budget | $ 5.5M | ||
| # of sites | 10 | ||
| # of regular staff | 3,500 | ||
| Transactions per month | 20,000 | ||
| FTE for maintenance | 2 | ||
| Legacy systems | 2 | ||
| Functional outcomes (see attachment) | 11 | ||
| Cost deviation | 0% | ||
| Schedule deviation | 0% | ||
| Customer Satisfaction | 10/10 |
City is looking to implement an IT system
KASHIWAGI SOLUTION MODEL INC
Scope/Level of Expertise: “10”
| Project Criteria | Sample | Offeror | Ref # |
| Budget | $ 5.5M | $ 7.5M | 1,2,3 |
| # of sites | 10 | 11 | 1,2,3 |
| # of regular staff | 3,500 | 4,200 | 1,2,3 |
| Transactions per month | 20,000 | 26,000 | 1,2,3 |
| FTE for maintenance | 2 | 2 | 1,3 |
| Legacy systems | 2 | 3 | 1,2,3 |
| Functional outcomes (see attachment) | 11 | 18 | 1,2,3 |
| Cost deviation | 0% | 0% | 1,2,3 |
| Schedule deviation | 0% | 5% [0% Offeror] | 1,2,3 |
| Customer Satisfaction | 10/10 | 9.8 / 10 | 1,2 |
KASHIWAGI SOLUTION MODEL INC
Client Requirement
| # | Requirement | City of Santa Fe | |||
| (Sample) | Offeror’s Project Performance | Ref # | |||
| 1 | Years of experience assisting courts related to the scope of this procurement | 4 | [Enter value] | [#] | |
| 2 | Provide average turnaround time from referral to completed assessment (in days) | 7 business days | [Enter value] | [#] | |
| 3 | Provide past performance metrics for number of clients served for previous year | 50 | [Enter value] | [#] | |
| 4 | Provide past performance metrics for completion rates for previous year | 80% | [Enter value] | [#] | |
| 5 | Provide past client satisfaction for previous year | 10/10 | [Enter value] | [#] |
| # | Requirement | Offeror’s Written Explanation | Ref # |
| 1 | Describe your familiarity with best practice standards | [#] | |
| 2 | Identify tools used to complete assessments | [#] | |
| 3 | Describe any experience working with clients who may be court ordered to attend a clinical Assessment | [#] |
KASHIWAGI SOLUTION MODEL INC
Client Requirement
| # | Requirement | City of Santa Fe | |||
| (Sample) | Offeror’s Project Performance | Ref # | |||
| 1 | Years of experience assisting courts related to the scope of this procurement | 4 | 10 | 1-2 | |
| 2 | Provide average turnaround time from referral to completed assessment (in days) | 7 business days | 4 | 1-2 | |
| 3 | Provide past performance metrics for number of clients served for previous year | 50 | 50 | 1-2 | |
| 4 | Provide past performance metrics for completion rates for previous year | 80% | 100% | 1-2 | |
| 5 | Provide past client satisfaction for previous year | 10/10 | 10/10 | 1-2 |
| # | Requirement | Offeror’s Written Explanation | Ref # |
| 1 | Describe your familiarity with best practice standards | Best Practices come from our…. | 1-2 |
| 2 | Identify tools used to complete assessments | We have certain tools that … | 1-2 |
| 3 | Describe any experience working with clients who may be court ordered to attend a clinical Assessment | [#] |
On Separate Page Reference 1: City A, POC Contact A, $2M, 48 months (1/1/2021 – 1/1/2025) Reference 2: City B, POC Contact B, $2M, 48 months (1/1/2021 – 1/1/2025)
KASHIWAGI SOLUTION MODEL INC
Rating System For Offeror SC/LE Submittal Offeror uses verifiable performance metrics [VPM] to prove they can do subject project requirement with proposed scope.
Cannot determine if Offeror has expertise or understands requirement. Vague, requires decision making to identify expertise
Level of Expertise/Scope Claim doesn’t meet project requirements.
10 -
5 -
1 -
KASHIWAGI SOLUTION MODEL INC
Level of Expertise: “10” rating
| # | Requirement | City of Santa Fe | |||
| (Sample) | Offeror’s Project Performance | Ref # | |||
| 1 | Years of experience assisting courts related to the scope of this procurement | 4 | 10 | 1-2 | |
| 2 | Provide average turnaround time from referral to completed assessment (in days) | 7 business days | 4 | 1-2 | |
| 3 | Provide past performance metrics for number of clients served for previous year | 50 | 50 | 1-2 | |
| 4 | Provide past performance metrics for completion rates for previous year | 80% | 100% | 1-2 | |
| 5 | Provide past client satisfaction for previous year | 10/10 | 10/10 | 1-2 |
| # | Requirement | Offeror’s Written Explanation | Ref # |
| 1 | Describe your familiarity with best practice standards | Best Practices come from our…. | 1-2 |
| 2 | Identify tools used to complete assessments | We have certain tools that … | 1-2 |
| 3 | Describe any experience working with clients who may be court ordered to attend a clinical Assessment | [#] |
On Separate Page Reference 1: City A, POC Contact A, $2M, 48 months (1/1/2021 – 1/1/2025) Reference 2: City B, POC Contact B, $2M, 48 months (1/1/2021 – 1/1/2025)
KASHIWAGI SOLUTION MODEL INC
Value Added
| # | Value Added | Cost | Delay | Impact | Reference # |
| 1 | On Call Clinical Support | -10% | 0 | Decrease the amount of cost by 10% | 1 |
| 2 | Provide online dashboard to record progress | 1% | 0 | Increased cost by 1% | 2 |
| 3 | Public engagement network | 2% | 100 | Increased cost by 2% | 1-2 |
| 4 | +(add new row if needed) | - | - | - | - |
Reference 1: City A, POC Contact A, $??K, 24 months (1/1/2023 – 1/1/2025) Reference 2: City B, POC Contact B, $??K, 24 months (1/1/2023 – 1/1/2025) The Value-Added Plan should identify any value-added options or ideas beyond the proposed scope for the project that may benefit the city.
KASHIWAGI SOLUTION MODEL INC
If this is not filled out, offerors will receive a score of 0 or 1.
Rating System for Value Added Submittal Offeror has offered increased value for city supported by performance metrics.
Offeror ability to add value is questionable.
Offeror decreases value to the city supported by performance metrics.
KASHIWAGI SOLUTION MODEL INC
Reference List
| Ref # | Client Name | POC Name | Phone | Project Cost | Duration | |
| 0 | Example :Client A | POC Name A | A@gmail.com | (###) ### - #### | $ 1,800,000 | 1/1/2020 - 5/1/2020 |
| 1 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 2 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 3 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 4 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 5 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 6 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 7 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 8 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 9 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
| 10 | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] | [Enter] |
KASHIWAGI SOLUTION MODEL INC
Interviews (If Necessary) 30 minutes Individual interview for the Project Team Expert Key Person Assigned to Project Looking for Expert who can tell the difference:
Between before and after the project Between this project and other projects Their solution and other’s solutions What are they going to do differently Uses metrics and provides short answers
KASHIWAGI SOLUTION MODEL INC
Interview Questions Why were you selected to lead this project?
Please explain the difference between this required scope of work and your previous similar projects?
What are the risks that you do not control, and how are you going to mitigate the risks?
What will you do differently on this project than previous projects?
What is the value of the clarification period?
What makes the BVA different?
KASHIWAGI SOLUTION MODEL INC
Rating System For Interview Project Manager (PM) can tell the difference, can see into the future and simplify using metrics
PM has questionable expert qualities. Requires decision making.
PM does not have expert characteristics.
KASHIWAGI SOLUTION MODEL INC
Local Preference To qualify for a local preference, an offeror should attach a state of New Mexico Taxation and Revenue Department-issued, Resident Business certification of eligibility to its bid or proposal, showing that the business is located within the Santa Fe municipal limits.
If an offer is received without a copy of the appropriate State of New Mexico Taxation and Revenue Department issued Business Registration Certificate, the preference will not be applied. A valid resident business certificate is issued by the Taxation and Revenue Department pursuant to NMSA 1978, Section 13-1-22.
3-6% will be added depending on the requirements met in the RFP.
KASHIWAGI SOLUTION MODEL INC
Prioritization, Verification and BV Check Prioritization based on 5 criteria:
Scope/Level of Expertise Value Added Interview (If Necessary) Cost Local Preference* Identification of the Best Value Offeror(s) Ensure that the identified Best Value Offeror(s):
Metrics and references are accurate [have sources ready if selected as BV] Submittals are in line with client requirement
KASHIWAGI SOLUTION MODEL INC
| No | Summary Criteria | Unit | Offeror A | Offeror B | Offeror C |
| 1 | Scope / Level of Expertise | (1-10) | 7.67 | 8.33 | 7.67 |
| 2 | Value Added Plan (VA) | (1-10) | 5.33 | 5.33 | 5.33 |
| 3 | Interview | (1-10) | 1.00 | 5.00 | 10.00 |
| 4 | Cost | $ | 50,000 | 80,000 | 85,000 |
| 5 | Local Preference | Yes/No | Yes | No | No |
| No | Summary Criteria | Best Score | Offeror A | Offeror B | Offeror C |
| 1 | Scope / Level of Expertise | 8.33 | 0.92 | 1.00 | 0.92 |
| 2 | Value Added Plan (VA) | 5.33 | 1.00 | 1.00 | 1.00 |
| 3 | Interview | 10 | 0.10 | 0.50 | 1.00 |
| 4 | Cost | $50,000 | 1.00 | 0.63 | 0.59 |
| 5 | Local Preference | 1 | 1.00 | 0.00 | 0.00 |
| No | Summary Criteria | Weight | Offeror A | Offeror B | Offeror C |
| 1 | Scope / Level of Expertise | 45 | 41.4 | 45.0 | 41.4 |
| 2 | Value Added Plan (VA) | 10 | 10.0 | 10.0 | 10.0 |
| 3 | Interview | 35 | 15.8 | 17.5 | 35.0 |
| 4 | Cost | 10 | 10.0 | 6.3 | 5.9 |
| 5 | Local Preference | 3 or 6 | 6.0 | 0.0 | 0.0 |
| Final Scoring | 83.2 | 78.8 | 92.3 | ||
| 2nd | 3rd | 1st |
Average Raw Scores Normalize Scores Assign Points and Prioritize
KASHIWAGI SOLUTION MODEL INC
Selection Check Occurs before entering the Clarification phase Client Selection Board will see all information, including offeror ratings and cost Ensures that the City is buying the best value Client Selection Board must agree on the selection and the offeror ratings must confirm the selection In most cases the selection check does not change the prioritization
KASHIWAGI SOLUTION MODEL INC
The Best Value Approach [BVA]
Clarification Execution
Contract Award
Offeror(s) Selection Based on Expertise Offeror(s) mitigates risk using the WRR
Selection Criteria
Scope/Level of Expertise Value Added Interview Cost Local Preference*
BVA Offeror(s) Clarification of their Proposal:
Detailed Schedule/ Non-Technical Milestone Schedule Creation of the WRR to mitigate risk
Full technical review by client stakeholders and SMEs.
RFP development
Procurement WRR
Pre-Proposal Meeting with stakeholders and offerors
KASHIWAGI SOLUTION MODEL INC
Project Schedule: Selection Phase
| Selection Phase | Days from RFP Release | Due Date |
| RFP Release | 0 days | January 15, 2026 |
| Pre-Proposal Meeting | 11 days | January 26, 2026 |
| Deadline for Written Questions | 13 days | January 28, 2026 |
| Response to Written Questions | 15 days | January 30, 2026 |
| RFP Response Due Date | 32 days | February 16, 2026 3PM MST |
| Interviews (If Necessary) | 34 days | February 18, 2026 |
| Notification of Prioritized Best Value Supplier | 39 days | February 23, 2026 |
Offeror Q&A Session
KASHIWAGI SOLUTION MODEL INC
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